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How to submit a timesheet as an employee on web platform - WIP

Dominic Beckham
Updated
EH Content Team

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: Employee

The Timesheet Management feature allows you to submit your time worked through flexible entry options. You can submit a single timesheet entry for one day or submit up to a week's worth of timesheets at once, with the ability to reuse previous week's data for faster submission.

The feature also lets you edit and delete submitted timesheets as required, and link your timesheets to rostered shifts to automatically populate your work details.

Getting started

This section will walk you through the different ways you can submit your timesheets for approval.

Submit a single timesheet (Quick Add)

Use Quick Add when you need to submit a single timesheet entry for one day.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Quick Add.
  4. Select the Date for your timesheet entry.
  5. If you have a rostered shift for this date, you can:
    • Select the shift from the Rostered shifts dropdown.
    • Click Auto-fill as rostered to automatically populate the timesheet details from your roster.
      Auto fill as reostered (1).jpg
  6. Complete the following fields as required (fields shown depend on your organisation's timesheet settings):
    • Start time and End time (if using time-based timesheets).
    • Total hours/units (if configured by your administrator).
    • Work Type - Select either Time-based or Task-based.
    • Shift Conditions (if required).
    • Classification (if applicable).
    • Cost Centre (if required).
    • Work Site (if required).
    • Position (if required).
    • Breaks - Click Add break to record break start and end times.
    • Comment - Add any additional notes.
  7. Review the confirmation statement at the bottom of the form.
  8. Click Save.
    Save (1).jpg
Submit multiple timesheets (Add Timesheets)

Use Add Timesheets when you want to submit up to a week's worth of timesheets at once. This is ideal for office workers or anyone with consistent weekly schedules.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Add Timesheets. The Weekly Timesheets dialogue will open.
  4. Use the week navigation arrows to select the week you want to submit timesheets for.
  5. Choose how to populate your timesheet data:
    • Reuse previous weekly timesheet: Click this button to copy data from your previous week's timesheets. You can select which fields to copy (Work Type, Shift Conditions, Classification, Notes).
    • Manual entry: Enter your timesheet data directly into each row.
  6. For each day, complete the following columns (available columns depend on your organisation's settings):
    • Date - Pre-populated for the selected week.
    • Break Start and Break End (if enabled). You can click the mug symbol to toggle on/off break times.
    • Total Hours/Units - Enter the total time worked.
    • Additional columns may include: Cost Centre, Work Site, Work Type, Position, Shift Conditions, Notes, and Rostered Shift.
  7. To add multiple entries for the same day, click the + icon in the Actions column.
  8. To delete a row, click the delete icon in the Actions column.
  9. Review the Total hours displayed at the bottom of the dialog.
  10. Click Save. Your timesheets will be added as individual entries to the Timesheet Management page.
    Save (2).jpg

Helpful Hint

If rostered shifts are available and the setting is enabled, you'll see a banner notifying you that rostered shifts have been detected. You can link these to your timesheets to auto-populate shift details.

Manage data

This section will walk you through how you can view, edit, and delete timesheet entries you have submitted for approval.

Filter displayed timesheets
  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click the Filter drop-down.
  4. Choose the required date range.
  5. Click Search.
View my submitted timesheet

Important

The ability to view a timesheet is only available if payroll has processed the timesheet. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in the Definitions: Symbols section of this article.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Action  .

  4. Click View.

    Helpful Hint

    You will now see the details of your timesheet on your screen.

Edit my timesheet entry

Important

The ability to edit a timesheet is only available if payroll has not processed the timesheet. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in the Definitions: Symbols section of this article.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. Click Action  .
  4. Click Edit.
  5. Make the changes and click Update.
Delete my timesheet entry

Important

The ability to delete a timesheet is only available if payroll has not processed the timesheet. Use the Clock symbol to see the payroll status of the timesheet. You can access further information on the meaning of the clock symbol in the Definitions: Symbols section of this article.

  1. Click the   Time menu.
  2. Click the Timesheet Management submenu.
  3. In the Action column, click Delete next to the timesheet you want to remove.
  4. Click Delete to confirm.
    delete.jpg

Further information

Definitions: Timesheet status
Pending A manager needs to approve the timesheet.
Approved A manager has approved the timesheet.
Declined A manager has rejected the timesheet.
Definitions: Clock messages
Created at Provides a timestamp of the timesheet creation date
Synced at Provides a timestamp of when the timesheet tried to sync with Employment Hero Payroll classic.
Sync successful Determines whether the synchronisation of the timesheet between the Employment Hero platform and Employment Hero Payroll classic platform has been successful.
Edited at Provides a timestamp of the last edit done to the timesheet after a previous Employment Hero Payroll classic synchronisation attempt.
Definitions: Symbols
Icon Name  Description
Blue clock Used for approved, pending, or declined timesheets that have not synchronised with Employment Hero Payroll classic.
Green clock Used for approved timesheets that have synchronised with Employment Hero Payroll classic.
Red clock Used for approved timesheets that has not synchronised with Employment Hero Payroll classic.
Orange clock Used for pending, approved, or declined timesheets that have had changes made to them after synchronising with Employment Hero Payroll classic.
Message The employer has left a note regarding this timesheet.
Customise columns in Weekly Timesheets

When using the Add Timesheets feature, you can customise which columns are visible in the weekly timesheet table to match the information you need to submit.

  1. Open the Weekly Timesheets dialogue by clicking Add Timesheets.
  2. Click the Customise columns button.
  3. Toggle the following columns on or off as needed:
    • Cost Centre
    • Work Site
    • Work Type
    • Position
    • Shift Conditions
    • Shift times
    • Break times
    • Notes
    • Rostered Shifts
  4. The table will update to show only the selected columns.

Helpful Hint

Showing only the columns you need makes data entry faster and reduces clutter in the timesheet table.

Explore related content

  • Submit and edit leave and view Leave Calendar This feature is where you can ask for a leave request, such as annual and sick leave, and any other leave types that you are entitled to take.
  • Give a Shout Out This feature allows you to provide recognition to a colleague for their hard work and help in your organisation.
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